Job Description

Job Location Sunbeam Family Services - Oklahoma City, OK 73106

The Program Specialist is responsible for coordinating, supporting, organizing, and assisting with various program components within the agency to strengthen systems, goals and standards, and support quality client care across programs. The position works closely with program leadership to support essential functions across programs from an administrative perspective, supporting the program needs for coordinating, scheduling, data collection, billing, credentialing, and other program administrative functions.

All employees and volunteers are expected to be sensitive to our client’s cultural and socioeconomic characteristics, reflect Sunbeam family services core values and to perform as Sunbeam’s standards of excellence at all times.

ESSENTIAL FUNCTIONS

• Demonstrate capacity for providing developmentally sensitive, hope centered, trauma informed relationship-focused evidence-based/informed services and supports.
• Oversee the reception and waiting areas of designated location, providing a warm and welcoming atmosphere with timely customer service when answering the phone and admitting visitors for appointments.
• Develop systems to coordinate and schedule intra agency program referrals, clients, events, and trainings.
• Accurately and efficiently assess referrals for compatibility, perform insurance verifications, and provide accurate written estimates of cost of service.
• Provide accurate, caring, and timely communication and referrals to and for clients, staff, partners, and resources.
• Maintain multi-program Electronic Health Record (EHR) keeping systems and data collection for monthly, quarterly, and yearly reports and program analysis.
• Provide programmatic administrative support as directed.
• Create and maintain organizational tools to increase program and service efficiency.
• Responsible for maintaining accurate and up to date program billing, including communication to clients about balances due, co-pays, collecting payments, insurance verification, and documentation in the EHR or other designated system in collaboration with agency accounting and/or billing department.
• Assist, collect, organize, and coordinate program contracts, contacts, and resources.
• Assist in the maintenance of provider and agency credentialing with private insurances, Medicaid, Managed Care Organizations, and other sources as directed.
• Build collaborative relationships with partners and resources throughout the community and maintain an up-to-date resource and referral log and list for tracking purposes.
• Assist in implementation and maintenance of program related evaluations and follow-up processes for clients, trainings, and other program needs to track performance outcomes and community needs.
• Responsible for maintaining accurate client and program records, evaluation forms, surveys, referrals, program discharges, and training materials.
• Assist in the coordination and collection of client record releases in partnership with supervisor and Clinical Director.
• Adhere to agency code of ethics and professional standards to ensure quality of service
• Maintain confidentiality and positive community relationships
• Represent Sunbeam in community collaborations and events as directed by supervisor.
• Promote culturally sensitive practice.
• Travel locally as required in the performance of responsibilities.
• Perform other appropriate and related responsibilities as assigned by supervisor, Senior Program Director, Chief Program Officer, or Chief Executive Officer.

Qualifications

JOB QUALIFICATIONS

Minimally Required

Preferred

Education

Associates degree or technical degree*

* Two (2) years' experience in a clinical, social work, or health care related setting may be substituted for degree.

Bachelor’s degree

Experience

One (1) year of administrative work experience in a clinical, social work, or health care related setting

Two (2) years' administrative experience in a clinical, social work, or health care related setting

Administrative support experience in an outpatient social services setting, including coordination or referrals, data, collection, scheduling, and credentialing

Certification

Behavioral Health Case Management I or II (BHCM I or II) Certification through the Oklahoma Department of Mental Health and Substance Abuse Services or Certification eligible within the first 90 days of employment

Skills

Knowledge

Abilities

Caring and compassionate attitude when interacting with and caring for children, adults, and families

Accepting interpersonal approach that reflects cultural sensitivity to the unique and diverse experiences of families served.

Excellent command of English language and grammar, both verbal and written

Willingness to work with high-risk, low-income communities

Must exercise good judgment.

Able to appropriately respond to stressful situations

Able to effectively and respectfully communicate in a manner that consistently demonstrates respect and concern

Advanced knowledge of computer operations and applications and the ability to master other computer technology/software programs, as needed

Process, protect and exercise discretion in handling confidential information and materials

Excellent customer services skills, scheduling, and ability to find resources.

Excellent problem solving, assessment, time management, and organizational skills.

Able to work as a cooperative and supportive interdisciplinary team member

Sustained concentration to detail and accuracy, along with the ability to prioritize workload.

Bilingual staff must have the ability to effectively, accurately, and regularly communicate and translate conversations with families served by Sunbeam

Valid Oklahoma driver’s license and state required vehicle insurance for any vehicle used in performance of job duties

Advanced computer database, Electronic Health Record, and Microsoft software application knowledge

Knowledge and understanding of working with regulatory entities to include but not limited to: OHCA, DOH, OKDHS

Bilingual Spanish/English speaking ability to interact with children, older adults, and families from multilingual households

WORKING CONDITIONS

Physical Demands

While performing the duties of this job, the employee is required to frequently communicate with, supervisor, staff, adults, families, resources, and others, and must be able to exchange accurate information when doing so. Must be able to endure remaining in stationary position for extended periods (up to 80% of workday) and move about inside the office to access file cabinets, office equipment, etc. Must be able to communicate verbally in person, over the phone, and in writing with adults, families and children of all ages, and other staff. Occasionally must be able to move or lift up to 25 pounds at a time. Must be able to detect, discern, distinguish, observe, inspect, assess, and compare.

Work Environment

The employee will work in office environment with some travel to other office locations. May work close quarters with other staff members, parents, and children and will frequently use a telephone for communication. The noise level in the work environment varies from quiet, moderate to loud depending on work setting. Employee may be exposed to strong odors such as soiled diapers and clothes and poor hygiene.

Other

The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. These statements are intended to describe the general nature and level of work performed by employees assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel or candidate and may be subject to change at any time. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Sunbeam Family Services is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We are committed to fair and equal in all its employment practices for persons without regard to race, ethnicity, color, creed, age, gender, sexual orientation, gender identity or expression, pregnancy, religion, disability or degree thereof, national origin, domestic/marital status, political affiliation or opinion, veteran status, HIV status, AIDS status, genetic information, and any characteristic protected by federal, state, or local laws.